U S E R D O C U M E N T A T I O N. ALEPH Scan Interface

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1 U S E R D O C U M E N T A T I O N ALEPH Scan Interface Ex Libris Deutschland GmbH (2010) Release 20 Last update: June 23, 2010

2 TABLE OF CONTENTS 1 INTRODUCTION CREATE SCAN JOBS FIELD SCJ FOR SCAN JOBS DISPLAY SCAN JOB DETAILS REQUESTS FOR SCAN JOBS (WEB-SERVICES) CONFIGURATION SERVER SWITCH SETTING MESSAGES SCAN PARAMETERS DISPLAY SCAN PARAMETERS IN FULL VIEW OF THE BIB RECORD DISPLAY SCAN JOB DETAILS FROM FULL VIEW DELIVERY OF SCAN JOB INFORMATION (WEB-SERVICES) CONFIGURATION CLIENT MESSAGES AND WINDOWS DEFAULT VALUES FOR SCAN PARAMETERS Ex Libris Deutschland GmbH. (2010) Page 2 of 14

3 1 Introduction The purpose of the ALEPH scan interface is the implementation of an automated workflow in order to enrich the libraries catalogue with digital objects information and appropriate metadata by using the ALEPH Digital Assets Module (ADAM). The ALEPH Scan Interface enables the creation of scan jobs for items directly from the ALEPH GUI Client. Scan jobs which have been created in ALEPH can be requested from external systems, e.g. scan software applications, in order to create the scans. For this purpose, the external system requests information about the scan jobs via Web-Services (ALEPH-X-Server, OAI) and will be provided with the relevant information, including Bibliographic information, Item and owner information, Scan parameters. Images or text file scans which have been created from external systems can be loaded into ALEPH, as long as they are delivered in xml format (Dublin Core or MARC) and include the following identifiers: Identifier of the ALEPH bibliographic record to which the item that have been scanned is linked (e.g. 001); Identifier of the Scan Job in order to validate that the scan has been created. Furthermore, scans which have been created may be delivered to DigiTool. If so, the enrichment of the ALEPH catalogue can be automized by using the DigiTool/ADAMinterface. Ex Libris Deutschland GmbH. (2010) Page 3 of 14

2 Create Scan Jobs The full view of the bibliographic record shows information about digital objects scans which already exist and scan jobs which are in process.

4 2 Create Scan Jobs The full view of the bibliographic record shows information about digital objects scans which already exist and scan jobs which are in process. From the full view of the bibliographic record, the user clicks on the button Item List. ALEPH shows either a global items list (ITMG) which includes items from all sublibraries, or a sublibrary specific item list which includes items from one sublibrary only (ITM). From the items list, the new button Scan Job opens a window to enter information about a new scan job. Ex Libris Deutschland GmbH. (2010) Page 4 of 14

The user enters parameters for the scan job: information about the creator of the scan job and details to the object to be scanned. Once created, a scan job can t be deleted or changed.

5 The user enters parameters for the scan job: information about the creator of the scan job and details to the object to be scanned. Once created, a scan job can t be deleted or changed. The parameters are: Name: Name of the creator of the scan job adress: -address of the creator Type: Object type to be scanned. This may be Table of Contents, Cover etc. The selection menu is configurable. Resolution: Resolution of the scan. May be high, medium, low, 300pi etc. The selection menu is configurable. Colour: Colour of the scan. May be coloured, black/white etc. The selection menu is configurable. Note: Additional information about the scan to be created. The scan parameters are saved in the bibliographic record, tag SCJ. In an ALEPH consortium, the management of scan jobs is part of the central system. Libraries have to create scan jobs for specific items in the central catalogue. Each scan job which has been initiated from local libraries staff is saved in the bibliographic record of the central catalogue (tag SCJ ). Thus, Ex Libris Deutschland GmbH. (2010) Page 5 of 14

The system checks if scan jobs already exist if so, gives a message. The check is performed according to the subfields $a, $b, $c and $d of field SCJ (see below in chapter 3).

6 The system checks if scan jobs already exist if so, gives a message. The check is performed according to the subfields $a, $b, $c and $d of field SCJ (see below in chapter 3). Within an ALEPH consortium, the local library is able to see exisisting scan jobs from other libraries. Within an ALEPH consortium, scan jobs are part of the replication process, which means the information is available in both, central view and local view. Ex Libris Deutschland GmbH. (2010) Page 6 of 14

7 Ex Libris Deutschland GmbH. (2010) Page 7 of 14

8 3 Field SCJ for Scan Jobs Details of the Scan Job are saved in the bibliographic record, tag SCJ. SCJ includes following information: Subfield Contents Comments a Item Rec Key Rec Key (System no./sequence) of the item for which the scan has to be created b ADM Library ADM Library of the item c BIB Library BIB Library of the BIB record that includes the scan job d BIB Doc Number System no. of the BIB record that includes the scan job e Sub Library Sub Library of the item for which the scan have to be prepared f Barcode Barcode of the item for which the scan has to be created g Call No Call No of the item for which the scan has to be created h Order Number Order number of the scan job (001 of the BIB record + Barcode/Call no of the item) i Status Status of the scan job j Open date Date on which the scan job has been created k Update date Date on which the scan job has been updated l Cataloger name Name of the cataloger who created the scan job m Cataloger address address of the cataloger who created the scan job n Object type Type of the object to be scanned o Object Colour Colour of the scan p Object Resolution Resolution of the scan q Object Note Note to the scan job Tag SCJ should be deactivated in cataloging mode for both, central catalogue and local library catalogue. This can be done by using ALEPH table $data_tab/tab_cat_hidden_fields. 3.1 Display Scan Job Details In full view of the bibliographic record, double click on the field SCJ shows the scan job details. Ex Libris Deutschland GmbH. (2010) Page 8 of 14

9 Ex Libris Deutschland GmbH. (2010) Page 9 of 14

10 4 Requests for Scan Jobs (Web-Services) The scan job information is part of the bibliographic record. The information can be requested by using ALEPH-X-Server or OAI. Assuming that field SCJ is indexed in ALEPH, a request to the ALEPH-X-Server may include the query scj=xyz to get the relevant bibliographic, item and scan job information. For example, subfields $e (Owner), $i (Status) and $j (Open date) may be indexed to the heading index SCJ. The request to the ALEPH-X-Server has two levels: (1) A FIND-Request to receive a result set according to the search term (2) A PRESENT-Request to receive specific records from the result set. (1) The FIND request to the ALEPH-X-Server must have the following syntax: The answer from the ALEPH-X-Server is an xml-file which includes information about the result set and the number of records within the set: <find> <set_number>000839</set_number> <no_records> </no_records> <no_entries> </no_entries> <session-id>ieh2dbqyagtqq95cbnbe9xpcv5lrd25iq2kfbg3dj38b2kmfkb </session-id> </find> (2) The PRESENT request is to ask for the records information within the set and must have the following syntax: n_id=ieh2dbqyagtqq95cbnbe9xpcv5lrd25iq2kfbg3dj38b2kmfkb& base=cen02 The answer from the ALEPH-X-Server is an xml-file which includes the bibliographic record information incl. the scan job details. This information can be used for further processing. <?xml version = "1.0" encoding ="UTF-8"?> <present> <record> <record_header> </record_header> <doc_number>49714</doc_number> <metadata> <oai_marc> <fixfield id="fmt">se</fixfield> <fixfield id="ldr">01036aas^^ ^a^4500</fixfield> <fixfield id="001"> </fixfield> Ex Libris Deutschland GmbH. (2010) Page 10 of 14

11 <varfield id="076" i1=" " i2=" "> <subfield label="a">usb Köln</subfield> <subfield label="b">register</subfield> <subfield label="c">bitonal</subfield> <subfield label="d">300 dpi</subfield> <subfield label="e">ocr-korrektur notwendig</subfield> <subfield label="f">176/2345-5</subfield> <subfield label="g">176/2345-5/ </subfield> </varfield> </oai_marc> </metadata> </record> <session-id>yudfbmmhhxlq8vh742flkj56qhprx5cipt7k6dl9v6byqplgab</sessionid> </present> Ex Libris Deutschland GmbH. (2010) Page 11 of 14

12 5 Configuration Server 5.1 Switch setting To activate the ALEPH Scan Interface, add the following parameter to $data_tab/tab100 of the BIB library: CREATE-SCAN-JOB=Y 5.2 Messages The following entries are needed in $alephe_root/error_<lng>/pc_sear_c1023:!!!!!-!!!!-!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!> [ ] L Scan Job does not exist L Creator is empty L Mailing address is empty L Object Type is empty L Object Resolution is empty L Object Colour is empty L Barcode missing. 5.3 Scan parameters The selection menus for scan parameters have to be added to $data_tab/pc_tab_exp_field.<lng> of the BIB library:! !!!!!!!!!!!!!!!!!!!!-----!-!!!!!!!!!!!!!!!!!!!!![ ] -!!!!!!!!!!!!!!![ ] OBJECT-RESOLUTION L High Resolution high OBJECT-RESOLUTION L Low Resolution low OBJECT-RESOLUTION L Medium Resolution medium OBJECT-TYPE L Table of Contents toc OBJECT-TYPE L Cover cov OBJECT-COLOUR L Black & White (Text) bw SCAN-JOB-STATUS L New NEW 5.4 Display Scan Parameters in full view of the BIB record To display tag SCJ in the records full view, a definition for SCJ has to be added to $data_tab/edit_doc_999.lng of the BIB library:! 1 1 1! !!-!!!!!-!-!!!!!!!!!!-!-!-!!!!!!!!!!!!!!!!!!!!-!-!-!!!-!-!!!!!-!-!!-!! ## SCJ D LScan Job Y E Ex Libris Deutschland GmbH. (2010) Page 12 of 14

13 5.5 Display Scan Job Details from full view Scan Job Details are displayed in a separate window which can be opened from records full view by double-clicking on tag SCJ. The display is based on XML format. Definitions are in the form scan-job-expand, directory pc_display_lng. 5.6 Delivery of Scan Job information (Web-Services) Information about the scan job should not be provided in internal format, but external format, e.g. to replace the codes of the sublibrary into normal text. The new expand routine expand_doc_scj can be used to create an external field (e.g. 076) which contains the following subfields: $a Owner of the scan job (normal text) $b Order Number $c Object type $d Colour $e Resolution expand_doc_scj has to be defined in $data_tab/tab_expand of the BIB library, for expand menu WWW-X. The parameter CODE= can be used to define the external field which should contain the scan job details.! 1 2 3!!!!!!!!!!-!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!-!!!!!!!!!!!!!!![ ] [ ] WWW-X expand_doc_scj CODE=076 Ex Libris Deutschland GmbH. (2010) Page 13 of 14

14 6 Configuration Client 6.1 Messages and Windows The following definitions have to be added to the client configuration files:./alephcom/tab/lng/message.dat:! ! [ ]! !---!-!-! > DocumentHasScanJob Create Scan Job YN Q Document has %d Scan Jobs. Continue? CreateScanJob Create Scan Job O I Scan Job %s successfully created. WithoutBarcode WithoutBarcode Create Scan Job O E Barcode missing../alephcom/tab/lng/window.dat: [ ] SearchGlobalItems.Btn.Scan SearchSublibItems.Btn.Scan [ ] ScanJobDlg.Title ScanJobDlg.Btn.Add ScanJobDlg.Btn.Defaults ScanJobDlg.Btn.Cancel ScanJobDlg.Group.Creator ScanJobDlg.Group.Object ScanJobDlg.Static.Name ScanJobDlg.Static. ScanJobDlg.Static.Type ScanJobDlg.Static.Resolution ScanJobDlg.Static.Colour ScanJobDlg.Static.Note ScanJobInfo.Title ScanJobInfo.Btn.Cancel ScanJobInfo.Btn.Help #&Scan Job #&Scan Job #Create Scan Job #&Add #&Save Defaults #&Cancel #Creator #Object #Name # #Type #Resolution #Colour #Note #Scan Job Details #&Close #&Help 6.2 Default Values for Scan Parameters Default values for scan parameters can be defined in file./catalog/tab/catalog.ini, label [ScanJob]. Example: [ScanJob] CreatorName=Test user Creator =xy@exl.de ObjectType=toc ObjectResolution=high ObjectColour=bw ObjectNote=Note Please note that the values for the scan parameters have to be defined $data_tab/pc_tab_exp_field.lng, col. 4. Ex Libris Deutschland GmbH. (2010) Page 14 of 14

Staff User s Guide Course Reading and Reserves. Version 22

Staff User s Guide Course Reading and Reserves Version 22 CONFIDENTIAL INFORMATION The information herein is the property of Ex Libris Ltd. or its affiliates and any misuse or abuse will result in economic